Receptionist

This is a full time role and is therefore not suitable for current students.

Job purpose

•    To ensure provision of a comprehensive high-level front of house service for the Director’s offices. Responsible for room bookings and meetings preparation, including in-house hospitality. 

•    To act as a first point of contact for all visitors and meeting attendees, greeting and/or directing them as appropriate.

•    To perform diverse range of administrative activities that will contribute to the smooth operation of the Director’s office, supporting and shielding the Office Manager and Administrative Officers from unnecessary disruptions.

Main duties and responsibilities

•    To assist with day-to-day activities of the Director's Office:

•    Act as a first point of contact of the Director's Office for visitors, students and staff

•    Responding to queries at the front desk as appropriate

•    Answering the telephone and directing calls as appropriate

•    Main point of contact for room bookings, ensuring that the meeting rooms are prepared for the meetings as required

•    To arrange hospitality for all Boardroom bookings and for visitors as required

•    To ensure that the reception area is tidy and presentable at all times

•    Maintain stock of relevant information, prospectuses and guides and ensure display stands are regularly updated

•    Sorting out incoming mail, accepting deliveries and distributing them as appropriate

•    Reporting (and follow through) any maintenance issues to Estates department

•    Overseeing and maintaining all supplies for the Director's Office (i.e. stationery, water, tea/coffee/milk and other catering supplies, etc.) 

•    Assuring that all equipment is being serviced and maintained as required

•    Assisting with events preparation

•    Routine updating of existing databases

•    Circulating information from the Director's office to all members of staff as assigned by Office Manager, via intranet or e-mail

•    Preparing, printing and collating relevant paperwork as required by the Office Manager or Administrative Officers

•    Preparing invoices and credit card statements/receipts for further processing by the Administrative Officers and following up any outstanding enquiries/issues as needed

•    Scanning, photocopying, shredding or filing of paperwork as required

•    To assist the Academic Coordinator and Assistant Manager in undergraduate and postgraduate teaching activity, including preparing course materials, as required

•    Any other ad hoc administrative tasks (scheduling meetings, travel arrangement, credit control, petty cash, invoicing)



Citizenship

The Faculty of Medicine and Dentistry is committed to an action plan that supports the cultivation of a diverse and nurturing staff and student community, at the heart of which sits the commitment to equality of opportunity and equity in our processes and structures. It is the expectation of all staff that they undertake citizenship responsibilities within the Faculty. As part of the appraisal and probation process, your line manager will discuss the expectations of you to lead or participate in citizenship projects/initiatives as set out in the Faculty’s EDI Strategy. These responsibilities will be commensurate with the seniority of the role and the expertise and experience of the individual.

 

Good standard of education (GCSEs or equivalent - Grade C or above), demonstrating numeracy and literacy

Educated to A level, NVQ Level 3 or equivalent standard

 

Desirable

• Experience of customer service


• Experience of working in higher education or NHS


• Familiarity with Microsoft Office, Email and the Internet


• Good written, verbal and numeracy skills


• Good organisational skills


• Prioritise prescribed tasks and complete them according to deadlines

Skills

Essential

• Flexible and co-operative approach to colleagues


• Friendly, positive disposition


• Good team member

Other

• *The ability to meet UK ‘right to work’ requirements.